August 2017
Data Center HMIS Update
August Entry/Exit Workflow Training

Do you have new staff? Does the summer heat have you questioning your HMIS sanity?  Don't worry! We have two opportunities for live in-person training for August to review the data entry process from entry to exit. This can help new staff learn the system or be a refresher for experienced staff. These two trainings are open to everyone - no matter your CoC. 

Attendees are required to RSVP due to limited space, and are encouraged to bring laptops for data entry practice. Training laptops are available, just make sure you let us know.

If you can't make it this month, join us in September! 
In-Person Training in Durham
Friday August 25th, 9am - 12pm
In-Person Training in Raleigh
Thursday August 31st, 9am - 12pm
Forms are listed at the top of our NC HMIS Resources on our website
New Data Center Request Forms

There is a new way to request Data Center resources such as licenses, reports, and trainings. This is one simple step to clarify your HMIS needs!
  • BoS CoC HMIS License Request Form - Need to request a new NC HMIS license for staff at your agency? This form is for you! Please note that only Agency Administrators or CoC Leads should use this form. This request form should be used by Agency Administrators operating in the Balance of State CoC.
  • Triangle CoCs HMIS License Request Form - Agency Administrators at agencies in Wake, Durham, or Orange CoCs should use this form to request a new NC HMIS license for their staff.
  • All CoCs HMIS License Inactivation Request Form If an NC HMIS user at your agency no longer needs HMIS access because of a change in position, temporary leave, resignation or termination, Agency Administrators should use this form to let us know as soon as possible. 
  • Report Request Form - Do you need data but can't figure out how to get what you need from ART or the report dashboard? Complete this form to get one-on-one assistance from Data Center staff.
  • Training Request Form - Agency Administrators are invited to use this form to request training developed by the NCCEH Data Center. We are excited to create a customized training to meet your agency's needs!
Please help us help you! We have designed these forms to include everything the Data Center needs to get started. We hope this will both streamline your requests and provide transparent tracking for your CoC Leads. Let us know if you have any feedback or suggestions on how to improve these forms.
HUD Update: Newborns
 
HUD has issued new guidance for data entry for newborn babies. If a baby is born while the parents are enrolled in your project, the newborn's entry date must be the first night slept in the project's bed. The newborn's Date of Birth will be flagged in reports as an error if their birthday is the same as their entry date. 
Click the image to find the ROI Audit Report in ART
Featured Report: ROI Audit Report

Have you wondered if your project reports are pulling in all of your clients' data accurately? Because ROIs control what you can see in HMIS, entering ROIs incorrectly or not entering them at all can impact you reports. The ROI Audit Report in ART can help agencies monitor the electronic ROI for clients.  

Find it in ART Folders: Public Folder > #Data Quality Reports > Incongruity & Audit Reports

What does this report do: The  ROI Audit Report will give you a list of the clients enrolled in your project the day your run the report. For each client, the report lets you know if the ROI has been entered using Enter Data As mode and includes today's date. This will assist agencies with ongoing monitoring for active clients, but will not help you look at ROIs for exited clients.

Last Tip! Remember that when you enter an electronic ROIs, you are establishing the visibility for sharing client data. 
  • For every agency, the electronic ROI in HMIS allows visibility within your agency and represents a client's acknowledgement of their rights with HMIS data. 
  • If your agency shares data externally (like another community partner), the electronic ROI also represents a client's consent to the sharing plan. If a client refuses to consent to share data externally, call the Helpdesk immediately for assistance.
If you want to confirm which documents your agency must ask your clients to sign, please contact the Data Center Helpdesk.
Data Center at NCCEH | (919-410-6997) | [email protected]